Approve a purchase order

A purchase order needs one approval before it can be sent to the supplier. Approving it commits the company to buy these items at these prices. The person who raised the order can never approve it.

#Before you start

• You need Procurement: Approve.
• You cannot decide an order you raised yourself, whatever permissions you hold.
• Purchase orders do not use the purchase request approval chain. Any holder of Procurement: Approve other than the buyer can decide.

#Approve or reject an order

1. In the sidebar, open Procurement > Purchase Orders. The Awaiting My Approval tab opens when an order is waiting.
2. Click the order. The banner says Waiting for approval.
3. Check the Supplier, the Lines with their prices and tax, and the Total. Open any quotation under Attachments.
4. To approve, click Approve. In Approve this purchase order?, add a comment if you want, then click Approve.
5. To reject, click Reject. In Reject this purchase order?, say what has to change: a reason is required. Click Reject.

#What happens next

Every decision is kept in the order's Approval history, revision by revision, so a rejected first version stays on record.

#Rules worth knowing

• One step, not a chain. Unlike a purchase request, an order is approved once, by any eligible approver.
• An approved order cannot be edited. If it must change, it is cancelled and raised again. See Close short or cancel a purchase order.
• A buyer cannot send an order for approval when nobody else can approve it. Solmex refuses at that point rather than creating an order that will wait forever.

#Troubleshooting